NAPIS® 'Step-by-Step' for Terrestrial Organism and Sample Data-Entry

You may want to print out the Terrestrial Collection description to support this 'Step-by-Step'.

(*REQUIRED STEPS are Steps 1, 2, 3, 20, and 23. All others are optional.)

*Step 1. Open an Existing Collection Data Record:

From the NAPIS main menu select Collection | Terrestrial Organisms | Collection Data to open the Specify Collection ID dialog. Type in the Collection ID you would like to open, or use the '*' or '%' wildcard characters to retrieve all Terrestrial Collection Data records.

*Step 2. Enter a New Collection Record:

From the NAPIS main menu select Collection | Terrestrial Organisms | Collection Data to open the Specify Collection ID dialog and click the 'New' button, or if you are already on the Taxonomy tab-form in a Collection Data Record select Record | New Record from the menu-bar. This will open the Enter Collection Number dialog, where you must enter a unique Collection ID; number-type preferences are defined in Utilities Setup. It is important to have the proper 'Current Site #' value appear in the lower part of this dialog for NAPIS to link correctly. If the correct Site number is not displayed, click the 'Change Site' button to choose the correct site. You can enter many collections for the same site.

If you enter a new record incorrectly, delete it by clicking the 'undo' button on the toolbar, or by selecting Record | Delete Record from the menu-bar.

TAXONOMY TAB-FORM

*Step 3. Enter Taxonomy Data:

Taxonomy data are entered using pull-down lists. Alternatively, you can enter a 'Genus' value and back-populate the higher taxonomy fields where the 'Family' field is empty. Or, you can enter a 'Family' value and back-populate the higher taxonomy fields where the 'Order' field is empty. When entering data to assign higher taxonomy, NAPIS is case-sensitive and requires all CAPITAL letters for the values. Move off the field using the Tab key to execute the back-population of higher taxonomy data.

You may also enter Taxonomy field values at the keyboard if the NAPIS choices are incomplete or inconsistent with your taxonomic determination.

Where you have selected a 'Genus species', clicking the 'Source Info' button opens a dialog that reports the literature source of the taxonomy information.

Step 4. Enter a 'Thumbnail' Photo:

Photos of the organism are entered with a right-click on the photo field and 'Paste' from the clipboard (for an image stored in Windows memory) or 'Paste From' a discrete file (*.bmp) name that is selected using the 'Browse' dialog. These images are stored in a field in the database table, so try to keep your image file sizes as small as possible for optimal network performance.

Step 5. Enter the Morphology:

Morphology choices are entered using a pull-down list. The available values for this list are customizable in the Utilities Lookup editor (select the N_MORPH table).

Step 6. Enter Determined By:

Enter a value for the name of the person who made the taxonomic determination.

Step 7. Enter Date of Determination:

Click the 'Set' button next to the Determination Date field to open the calendar dialog, where the date is selected using mouse clicks from the form, not entered at the keyboard.

Step 8. Save the Taxonomic Determination (optional):

Click the 'Save Taxonomy' button to save the present taxonomic determination and allow an investigator to enter an alternative determination in the future. All saved determinations can be viewed by selecting the 'Other ID's' button.

Step 9. Enter Taxonomy Notes:

This notes field is for recording knowledge about taxonomy. It is not searchable in the database, but may be used in reporting.

Step 10. Finalize the Taxonomic Determination (optional):

Click 'Yes' on the 'Is Taxonomy Complete?' radio-button field to finalize the taxonomic determination. Selecting 'Yes' has system auditing consequences displayed on the Control tab-form.

Step 11. View your Collection Site on the NAPIS Map:

The Vicinity Map shows the collection site location. Single-click on the map for access to the NAPIS-GIS features. Click the red 'back-arrow' to return to the Collection form.

BIOLOGY/ECOLOGY TAB-FORM

Step 12. Enter Evidence of Grazing By:

Use the pull-down list for choices. The available values for this list are customizable in the Utilities Lookup editor (select the N_GRAZING table).

Step 13. Enter Evidence of Wasting:

Use the pull-down list for choices. The available values for this list are customizable in the Utilities Lookup editor (select the N_WASTING table).

Step 14. Enter Odor:

Use the pull-down list for choices. The available values for this list are customizable in the Utilities Lookup editor (select the NCI_ODOR table).

Step 15. Enter Abundance:

Use the pull-down list for choices. The available values for this list are customizable in the Utilities Lookup editor (select the NCI_ABUND table).

Step 16. Enter Rationale:

Use the pull-down list for choices. The available values for this list are customizable in the Utilities Lookup editor (select the N_RATIONALE table).

Step 17. View the Habitat:

These values are entered on the Site form and are displayed here for reference only.

Step 18. Enter Color:

Use the 'Set' buttons to open the external and internal color description dialogs. Color is communicated according to a controlled format. Documenting the color of an organism or its parts is done using only primary or secondary color names, in addition to the appearance (e.g. light or dark) of the color. Use either the radio-button choices for color names or the Pantone Color number from the pull-down list.

Step 19. Enter Ecology Notes:

This notes field is for recording knowledge about Biology / Ecology. It is not searchable in the database, but may be used in reporting.

SAMPLE TAB-FORM

*Step 20. Enter a New Sample Record:

The Sample ID that you enter must be unique. If there is already data on the tab-form, select Record | New Record from the menu-bar to open a blank record. When the Sample tab-form is active, the scroll buttons on the tool-bar are constrained to the Samples for the current Collection.

If you enter a new record incorrectly, delete it by clicking the 'undo' button on the toolbar, or by selecting Record | Delete Record from the menu-bar when the Sample tab-form is active.

Step 21. Enter an Organism Part:

Use the pull-down list to pick the part of the organism that represents the biomass sample, e.g. roots, bark or twigs. The available values for this list are customizable in the Utilities Lookup editor (select the N_ORGANISM table).

Step 22. Enter a Hazard Description:

Use the pull-down list to pick a value that describes the level of hazard associated with the biomass sample, e.g. sharp or toxic. The available values for this list are customizable in the Utilities Lookup editor (select the NCI_HAZARD table).

*Step 23. Enter an Initial Wet Weight for the Bulk Sample:

Click on the field and enter data, numbers only, in units of grams.

Step 24. Enter the Container:

Use the pull-down list to pick a value to describe the container the biomass sample is in. The available values for this list are customizable in the Utilities Lookup editor (select the N_CONTAIN table).

Step 25. Enter the Status:

Use the pull-down list to pick a value that describes the status of the biomass sample, e.g. frozen or dry. The available values for this list are customizable in the Utilities Lookup editor (select the N_STATUS table).

Step 26. Enter the Storage:

Click in the field and enter the address for storage of the biomass sample.

VOUCHER TAB-FORM

Step 27. Set the Number of Vouchers:

Click the 'up/down' arrow to set the number of replicate vouchers. The 'Number Remaining' will change with this setting.

Step 28. Enter the Container:

Use the pull-down list to pick a value to describe the container the voucher is in. The available values for this list are customizable in the Utilities Lookup editor (select the N_CONTAIN table).

Step 29. Enter the Status:

Use the pull-down list to pick a value that describes the status of the voucher, e.g. dry. The available values for this list are customizable in the Utilities Lookup editor (select the N_STATUS table).

Step 30. Enter the Storage:

Click in the field and enter the address for storage of the voucher.

Step 31. Create a Herbarium Label:

Look at the discussion on Herbarium Labels for this step.

Step 32. Enter the Type Number:

ETHNOBOTANY TAB-FORM

Step 33. Enter a link to an External Document:

If you have a document with additional ethnobotanical information, you may link it to this form. First, save the document in 'c:\Program Files\Napis Lite\EthnoDocs'. Then type the name of the document with its extension (e.g. pdf, xls, doc) in the 'External Document' field. Once a document has been linked, clicking the '…' button will open it.

Step 34. Enter the Medicinal Use:

Use the pull-down list to pick a value that represents a medicinal use. The available values for this list are customizable in the Utilities Lookup editor (select the NCI_MUU table). To enter more medicinal uses, click on the '+' button to add a new record. If you entered a record incorrectly, click on the '-' button to remove it.

Step 35. Enter the Part(s) Used:

Use the pull-down list to pick a value. The available values for this list are customizable in the Utilities Lookup editor (select the N_ORGANISM table).

Step 36. Enter the Informant, Preparation, and Comments:

Click on each of the fields and enter data as appropriate. These note fields are for recording knowledge; they are not searchable in the database, but may be used for reporting.

Step 37. Enter the Local Names:

Use the pull-down list to pick a value. The available values for this list are customizable in the Utilities Lookup editor (select the NCI_LN table). To enter more local names, click on the '+' button to add a new record. If you entered a record incorrectly, click on the '-' button to remove it.

Step 38. Enter the Informant:

Click on the field and enter data.

PHOTOS TAB-FORM

Step 39. Add an Image:

Click the 'Add Image' button to open the Select Image File Name dialog. Enter the file name (e.g. image.jpg) or use the 'Browse' tool. Click on the appropriate field and enter a value for the 'Photographers Name' and for the 'Image Metadata' (for example, photographic equipment, magnification, and film used).

Explicit paths are set at the lower right corner of the Photos tab-form or at the NAPIS Configure utility. You may have images stored on a CD-ROM or somewhere on a file-server.

CONTROL TAB-FORM

Step 40. Finalize the Collection Data Record (optional):

Click 'Yes' on the 'Is Record Complete?' radio-button field to finalize the Collection Data Record. Selecting 'Yes' has system auditing consequences displayed on the bottom of this form.